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BUILDING STRONGLouisville District
Selection Success
“How to Put Your Best Foot Forward”
Chris Karem, P.E.January 2009
BUILDING STRONGLouisville District
From Where We Sit
• Average number of A/E Selections per year in the Louisville District = 10
• Average number of submittals received per solicitation = 40
• Number of individuals who sit on Pre-selection & Selection Boards = 70 & 30
• Average number of hours devoted to selection procedure per solicitation = 160
BUILDING STRONGLouisville District
A-E Evaluation Boards – Preselection and Selection
• Engineering Division oversees the A-E selection process and chairs all
boards
• Boards are composed of registered professional personnel with
experience in engineering, architecture, construction and acquisition
• Must be rational, consistent and fair
• Compare firms' qualifications using criteria in the synopsis
• Using agency invited, but must be qualified
BUILDING STRONGLouisville District
How Performance Evaluations Are Used
• Excellent or unsatisfactory past performance can be pivotal in selections.
• ACASS is the primary source of past performance information (PPI), but any other credible, documented PPI can be used.
• Boards must consider relevancy of PPI: similarity of work, role in contract, which office, recentness.
• Firm can submit PPI with SF 330, and explain any past problems.• Firms must have a chance to comment on any adverse PPI that will
be used in selection decision.• No PPI = neutral rating.
BUILDING STRONGLouisville District
A-E Preselection BoardOptional
• Recommends to the selection board the highly qualified firms which have a reasonable chance of being considered as most highly qualified
• Does not consider secondary criteria:
– Geographic proximity
– Equitable distribution of DOD contract awards
– Participation of SB and SDB
• Report submitted to selection board. No separate approval required
BUILDING STRONGLouisville District
A-E Selection Board
• Initial phase conducted like preselection board if preselection board not held
• Determines most highly qualified firms, in order of preference (minimum of 3)
• Conducts interviews with most highly qualified firms
• Applies secondary criteria as tie-breaker in ranking if needed
• Report must provide clear rationale for ranking of most highly qualified firms and reasons other firms were eliminated.
BUILDING STRONGLouisville District
SB Considerations in Unrestricted Contracts
• Selection: SB/SDB participation in team is a secondary selection criterion
• Negotiation – Subcontracting Plan:– Required if prime is not SB and contract > $500K– Ensure maximum subcontracting opportunities for
SB and SDB, “commensurate with the efficient and economical performance of the contract”
– Goals must be realistic for specific contract– Based on team presented in SF 330
BUILDING STRONGLouisville District
Notification of Unsuccessful Firms
(FAR and EFARS 36.607(a))
• All firms shall be notified of their selection status within 10 days after approval of selection report.
– No notifications after preselection
• Simple letter that does not give reasons
• Advise firm they have 10 days to request a debriefing
• May release name of firm with which a contract will be negotiated (FAR 36.607)
BUILDING STRONGLouisville District
A-E Debriefing
• A-E must request in writing or electronically
– Debriefing may be provided electronically or orally
• Debrief within 14 days of A-E's request
• Base on preselection/selection report
• Discuss significant weak or deficient
qualifications
• Will not discuss other firms
(FAR and EFARS 36.607(b))
BUILDING STRONGLouisville District
What A-E Evaluation Boards Primarily Look For
• All requirements listed in the synopsis are addressed
• Adequate depth in all disciplines cited in synopsis
– Generally, same person cannot have multiple roles
– Should have at least 2 individuals in all key disciplines
• Key personnel have:
– Degree and registration
– Pertinent experience
– Worked on example relevant projects
BUILDING STRONGLouisville District
What A-E Evaluation Boards Primarily Look For
• Prime and subs have:
– Relevant recent experience in the required type of work
– Worked together recently on similar projects
– Clear roles established
• Well defined Design Management Plan
• Established quality management program
– Present convincing evidence firm has a QC program and uses it
• Unsatisfactory or excellent past performance
BUILDING STRONGLouisville District
What else should I consider while preparing my proposal?
How Can I Make Chris’ Life Easier?How Can I Make Chris’ Life Easier?
BUILDING STRONGLouisville District
How Can I Make Chris’ Life Easier?
• Include resumes for all of the disciplines requested
• Put resumes in the same order as the announcement requests them
• Correctly fill out the “Role in This Contract” block on the resumes
BUILDING STRONGLouisville District
How Can I Make Chris’ Life Easier?
• Highlight the “Specialized Experience” on the Resumes and on the Example Projects presented.
• Detail the “Specialized Experience” in Section H, Additional Information.
BUILDING STRONGLouisville District
If I Were You, I Would …
• Be 1000% sure proposal is 100% complete• Verify registrations requested matches
registration presented – CIH– Interior Designer– Fire Protection– Requested State Specific Registrations
BUILDING STRONGLouisville District
If I Were You, I Would …
• “Attack” specialized experience on resumes and projects
• Verify resumes proposed are those that worked on the projects presented.
BUILDING STRONGLouisville District
If I Were You, I Would …
• Verify projects presented are similar to the type of work requested.
• Verify it’s clear that I have worked w/Team members
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